Crossroads Furniture Bidding Requirements

CROSSROADS FURNITURE BIDDING REQUIREMENTS

NOTICE

Notice is hereby given that the Laramie County Community College (LCCC), 1400 E. College Drive, Cheyenne, WY 82007 hereinafter referred to as “Owner”, will receive sealed bids for the Crossroads furniture purchase and installation.

DESCRIPTION OF WORK

The work includes, purchase, assembly, and installation of new furniture for the LCCC Crossroads building located in Cheyenne, Wyoming. The project is currently under construction and the time frame for the delivery and installation of the new furniture and equipment will need to be accomplished between August 20-24, 2018. The successful bidder(s) will need to deliver, assemble and install the furniture in the allotted time. The successful bidder(s) will be responsible for proper disposal of all packing materials and cleaning the furniture and installation area (including vacuuming) at the end of each day. Successful bidder must use jam/door protectors to protect the building surfaces.

BID OPENING

Sealed bids will be received at the LCCC Purchasing Office, 1400 E. College Drive, Room AM-108, Cheyenne, WY 82007 on March 27, 2018 no later than 3:00 p.m.

CLARIFICATION INTERPRETATION OF BID DOCUMENTS OR REQUEST TO USE SUBSTITUTION PRODUCTS

Bidders and sub-bidders having questions, requiring clarification, interpretation or any RFIs (Request for Information) regarding the procurement documents shall make a written request via email to Jamie Spezzano at LCCC at with a copy to Tasha Mountjoy at o later than 3:00 p.m. on March 6, 2018. Interpretations, corrections and changes of the contract documents shall be made by Addendum no later than March 9, 2018. Interpretations, corrections and changes of the contract documents made in any other manner will not be binding, and bidders and sub-bidders shall not rely upon them.

Requests to use Substitutionproducts other than those specified in the contract documents are due no later than 3:00 p.m. on March 14, 2018. Bidders and sub-bidders must submit, via email directly to Jamie Spezzano at with a copy to Tasha Mountjoy at , all manufacturer’s specifications, descriptive literature, warranty information, finishes and fabrics available, and any other pertinent information requested, or product approval will not be accepted on the PRODUCT SUBSTITUTION REQUEST FORM. Addenda regarding any of the above will be provided to all who are known by the issuing office to have received a complete set of procurement documents no later than March 21, 2018.

BID SECURITY (REQUIRED IF BID EXCEEDS $7,499.00)

Bid security in the amount of five percent (5%) of the base bid will be required in the form of a Bid Bond payable to the Owner per Wyo. Stat. §16-6-112. Security will be returned to the unsuccessful bidders. The bid security will be retained by the Owner as liquidated damages if the successful bidder refuses or fails to enter into a contract within ten (10) days after a Notice of Award (NOA) is provided to the contractor or fails at the time of executing to furnish all post bid submittals.

Bid bonds shall be AIA Documents A310 (2010 Edition) or on a document that conforms with AIA Document A310, and so states in the printed body of the form.

ADDENDA

Each bidder shall ascertain prior to submitting a bid that the bidder has received all Addenda issued, and the bidder shall acknowledge their receipt on the Bid Form bound herein. Addenda shall be issued no later than March 9, 2018.

PRODUCT DELIVERY

FOB Destination (Cheyenne, Wyoming) required to project site.

SUBMISSION OF BIDS

Sealed bids will be received at the LCCC Purchasing Office, 1400 E. College Drive, Room AM-108, Cheyenne, WY 82007 no later than 3:00 p.m. on March 27, 2018.

Bids shall be submitted on the BID WORKSHEET included in the attachments.

Type in all blank spaces for bid prices and submit one (1) copy hard copy and one (1) thumb drive of the BID WORKSHEET. The bidder must include unit cost on all items on the Bid Form and HCM Bid Worksheet. No segregated or qualified bids will be accepted. Total bid prices are to be written both by words and by figures in case of conflict, the written word will apply.

Bids shall be completed and signed in ink. Bids by partnerships must be signed with the partnership name by one of the partners, followed by the signature and designation of the partner signing. Bids by corporations must be signed with the legal name of the corporation as it is registered with the secretary of state, followed by the signature of the president, secretary or other person authorized to bind it in the matter. The name of the person signing shall be typed or printed below the signature.

If erasures or other changes appear on the Bid Form, each erasure or change must be initialed by the person signing the bid. Do not deface or alter any portion of the original bid. Remarks should be shown as annotations to the bid.

Bid forms, and any other documents required to be submitted with the bid, shall be enclosed in a sealed envelope and shall be clearly marked as follows:

Bid for: LCCC Crossroads Building RFB-18118

Bid Opening Time & Date: 3:00 p.m., March 27, 2018

Bidder’s Name:

Bidder’s Address:

Bidder’s Telephone Number:

The bidder assumes full responsibility for timely delivery at the location specified for receipt of bids.

Bids received after the exact time noted above will be returned unopened to the bidder. Any bid modification received after the exact time noted will not be considered.

Bids may be delivered in person, via United States mail or parcel service; bids will not be received via facsimile transmission or email.

By submitting this bid, each firm certifies under penalty of perjury that they have not acted in collusion with any other firm or potential firms. Neither the said bidder nor any of its officers, partners, owners, agents, representatives, employees or parties in interest, including this affiant, has in any way colluded, conspired, connived or agreed, directly or indirectly with any other bidder, firm or person to submit a collusive or sham bid in connection with the contract of which the attached bid has been submitted or to refrain from bidding in connection with such contract, or has in any manner, directly or indirectly, sought by agreement, collusion, communication or conference with any other bidder, firm or person to fix the price or prices in the attach bid or of any other bidder; to fix any overhead, profit, or cost element of the bid price or the bid price of any other bidder; or to secure through any collusion, conspiracy, connivance or unlawful agreement any advantage against the owner or any person interested in the proposed contract

LIST OF PROPOSED SUBCONTRACTORS AND SUPPLIERS

A list of proposed subcontractors shall be submitted with Bid Form. The list shall give the following required information for each proposed subcontractor for the project:

1.Description of work.

2.Full legal name, including DBA’s or subsidiaries.

3.Subcontractor amount (all subcontracts, self-performed work, general conditions and suppliers must equal the bid amount).

4.Suppliers.

The list of proposed subcontractors and suppliers, in addition certificates of residency for each Wyoming resident proposed subcontractors listed must be provided with the bid response. The general contractor is not allowed to change the list of proposed subcontractors after failure to fill-out the form completely and as required may result in reject of the bid.

MODIFICATION OR WITHDRAWAL OF BID PRIOR TO BID OPENING

Bids which modify any of the provisions of the Bidding or Contract documents will not be considered.

A bid that is in possession of LCCC may be altered by letter, email or facsimile bearing the signature or name of the person authorized for bidding, provided it is received prior to the date and time of the bid opening. A letter or facsimile should not reveal the bid price, but should indicate the addition, subtraction or other change in the bid. The Owner and the Architect are not responsible for any logistics, coordination and communication processes.

A bid that is in possession of LCCC may be withdrawn by the bidder up to the time of the bid opening.

Bids may not be modified, withdrawn or canceled for sixty(60) days after the bid opening date.

CONSIDERATION OF BIDS

Per W.S. §21-3-110 (viii), the Owner shall reserve the right to reject any and all bids and to waive irregularities and informalities in the bidding without further obligation and to accept any bid deemed in the best interest of the State of Wyoming and LCCC. The Owner does not bind themselves in any way to accepting the low bid.

In case of error in the extension prices in the bid, the unit price will govern. In case of discrepancy between written and numerical numbers, the written price will govern. This interpretation will apply to the Base Bid, Alternates, and any prices where written prices are indicated.

Among the reasons the Owner may reject any bid, is if any of the following required information is not provided, is incomplete or is not submitted at the time required:

1.BID FORM

a.Bidder information including state residency.

b.Acknowledgement of Addendum(s).

c.Base bid price.

d.Alternate bid price (if any).

e.Unit prices (Bid Worksheet).

f.Specification Sheets.

g.Manufacturer’s Warranty information.

h.Signature and company information.

2.BID SECURITY

a.Appropriate form completed, signed and witnessed.

3.LIST OF PROPOSED SUBCONTRACTORS

a.Description of work

b.Proposed subcontractor’s full, legal company name, including DBA’s or subsidiaries.

c.Proposed subcontractor’s amount.

d.Proposed subcontractor’s certificate of residency.

A bid recommended for rejection based upon bidding irregularity may be brought up for owner review prior to the approval of the recommended proposal being acted upon by the Owner. The Owner, following explanation of the circumstances of irregularity, may elect to waive the bidding irregularity if it is found to be in the best interest of the Owner.

All other requirements placed upon bidders in these specifications must be met at the time of the bid submission in the manner directed by the Owner. The failure of the bidder to meet any of these additional requirements may also result in the rejection of the bid.

WYOMING SALES AND USE TAX

Direct purchases of materials by the State of Wyoming or its political subdivisions (include LCCC) are exempt from Wyoming Sales and Use Tax.

Contractors purchasing and consuming materials, equipment and supplies for their performance of alterations, improvements or repairs of real property in contracts with the State of Wyoming, its departments and institutions and the political subdivisions thereof (including LCCC) are subject to the Wyoming Sales and Use Tax.

It is an expressed condition of this contract that the contractor be aware of the Wyoming Statutes pertaining to sales tax, use tax and payment of sales and use tax by contractors, and conform as required.

As part of this requirement, the contractor shall obtain from the Department of Revenue and Taxation, for the State of Wyoming, a Sales and Use Tax License to conduct business in the State of Wyoming. When the total amount of the contract exceeds twenty-five thousand dollars ($25,000.00), it is required that the license be issued in and for the County in which the materials, goods, fixtures and furnishings, and all other tangible personal property required by this contract are consumed.

All original purchases by a contractor for this project shall be on a non-retail basis (purchased for resale) from the original supplier (unless Sales Tax has been paid to another state). Upon the use, installation or transfer of such purchases as a sale by a vendor licensed in the County, State of Wyoming, of an item of tangible personal property as defined in the above cited statutes. The contractor shall accordingly pay any and all tax due.

The contractor shall cause each of his subcontractors to abide and perform their work on the same terms and conditions as provided in the above. The contractor shall cause the above statement to be inserted in any contractor or agreement between the contractor and their subcontractor.

CERTIFICATE OF NON-DISCRIMINATION

The bidder hereby certifies that all persons employed by their firm, their affiliates, subsidiaries, or holding companies are treated equally by their firm without regard to or because of race, religion, ancestry, national origin or sex as required by federal and state anti-discrimination laws. The bidder further certifies and agrees that it will deal with subcontractors, bidders or vendors without regard to or because of race, religion, ancestry, national origin or sex. Violation of this certification may constitute a material breach of contract upon which the owner may determine to cancel, terminate, or suspend the contract.

INSURANCE REQUIREMENTS

Throughout the term of the Contract, the successful firm shall carry and pay the premium for Certificate of Liability Insurance per Exhibit “A”, with such policies of insurance limits satisfactory to LCCC as will protect LCCC; its Board of Trustees, officers, employees, Engineer’s, and agents; individually and collectively from Worker’s Compensation claims and from any other claims for damages to property or for bodily injury, including death, which may arise from or in connection with the operations under this Contract, whether such operations be by the successful firm or by any subcontractor firm or anyone directly or indirectly employed by either of them. Such insurance shall cover all contractual obligations which the successful firm has assumed.

The limits of the insurance coverage(s) listed above shall be in compliance with RFB Document Exhibit “A”.

Prior to the commencement of the Contract, the successful firm shall deliver certificates of insurance evidencing such policy or policies to the LCCC Director of Contracting & Procurement. These certificates of insurance are to contain the endorsements set forth below.

• “Hold Harmless” Clause: [with statement on certificate that these endorsements are included in the policy(ies)]. The successful firm assumes the liability for all losses, damages (including loss of use), expenses, demands and claims in connection with or arising out of any injury or alleged injury to persons (including death) or damages or alleged damage to property, sustained or alleged to have been sustained in connection with or to have arisen out of the performance of the work by the successful firm, the subcontractor firms, and their agents, servants and employees, including losses, expenses, or damages sustained by LCCC. The successful firm hereby undertakes and agrees to indemnify and hold harmless LCCC; its Board of Trustees, officers, employees, Engineer’s and agents; individually and collectively, from any and all such losses, expenses, damages (including loss of use), demands and claims, and shall defend any suit or action brought against them, or any of them, based on any such alleged injury (including death) or damage (including loss of use), shall pay all damages, judgments, costs, and expenses, including attorney’s fees in connection with said demands and claims resulting therefrom. However, successful firm does not assume liability for nor indemnify LCCC against any such losses resulting from the sole negligence of LCCC or its employees or agents.

• “Cancellation” Clause: The policies of insurance covered by this certificate will not be allowed to expire, be canceled, terminated or materially altered prior to their maturity date unless there shall be given no less than thirty (30) days prior written notice by certified or registered mail to LCCC’s Director of Contracting & Procurement.

• “Additional Insured” Clause: LCCC shall be listed as an additional named insured on all policies, but only with respect to operations of successful firm under the Contract.

The procuring of the insurance required under the Contract shall not relieve the successful firm of any obligation or liability assumed under this Contract, including specifically the Indemnification Agreement that follows below. The successful firm may carry at own expense such additional insurance as it may deem necessary. The successful firm shall assist and cooperate in every manner possible in connection with the adjustment of all claims arising out of successful firm’s operations within the scope provided for under the Contract, and shall cooperate with the insurance carrier in all litigated claims and demands, arising from said operations, which the insurance carrier or carriers are called upon to adjust or resist.

• Indemnification Agreement: To the extent permitted by law, successful firm shall indemnify and hold harmless LCCC; and its Board of Trustees, officers, employees, Engineer’s and agents; individually and collectively, from any and all losses, damages (including loss of use), expenses, demands and claims in connection with or arising out of any injury or alleged injury to persons (including death) or damage or alleged damage to property, sustained or alleged to have been sustained in connection with or to have arisen out of the performance of the work by the successful firm, the subcontractor firms, and their agents, servants, and employees, including losses, expenses, or damages sustained by LCCC. The successful firm shall defend any suit or action brought against them, or any of them, based on any such alleged injury (including death) or damage (including loss of use), and shall pay all damages, judgments, costs, and expenses, including attorneys’ fees in connection with said demands and claims resulting therefrom.

In the event that the successful firm shall fail to maintain and keep in force Comprehensive General Bodily Injury and Property Damage Liability Insurance, Workers’ Compensation Coverage, and other insurance coverage's, as hereinabove provided, LCCC shall have the right to cancel and terminate the Contract forthwith and without notice.